The Scanned Documents Module is an optional module that allows documents for any of the Companies in PC Share Register Plus to be scanned, indexed and saved for later viewing/printing.

NB. If the Scanned Documents tab is not visible or the Scan button is "greyed out" then you will need to alter the settings in the Preferences screen for your workstation.

Workstation Preferences

Additional requirements for PC's to scan documents, as well as view/print:

A TWAIN compliant scanner must be attached to the PC and fully set up (provided that the scanner's own software allows the scanner to work correctly and a TWAIN driver has been installed, it should work).

Scanned Document Image Files will be saved in a sub-folder of the main PC Share Register Plus program/data folder named pdfscans.  Please ensure that this folder is fully backed up as part of your ongoing backup routine for  PC Share Register Plus data.

Scanned Documents for a Company can be accessed by clicking on the Documents tab where a list of previously scanned documents will be shown in reverse date order (latest date first).  By default, all Document Types will be listed but unticking the Show All Document Types box will allow you to select a particular document type to display.

To Insert a new document

Click the New button and complete details of the date and description of the document.  Then click the New Scan button to start a new scan.

After the first page has been scanned you will be asked if you want to "Scan another Page". If you answer Yes, another page will be scanned and appended to the document.

To View/Edit/Print a previously saved document

Firstly, highlight the document description in the document list.

Then click on the Open button.

The screen that opens will allow you to view or print the document and also add additional scanned pages or remove pages.

It is important that you select a scanning resolution that is high enough to ensure acceptable copies but low enough that the scanning process does not take too long and that the image sizes on disk are not too large.  Also, ensure that you have set your scanning software to scan in Black & White (Not Grey Scale or Colour).  We recommend that the minimum acceptable scanning resolution is 150 dpi (dots per inch) which is the equivalent of a fax sent on "fine" quality.  For near perfect copies, we suggest 200 dpi.  These are set by clicking the "Options" button, where you can also change the selected scanner and various other settings.

Archiving of Documents